Your e-commerce system includes comprehensive Order Processing settings that control payment processing, customer communications, and order workflow. This configuration determines how customers complete purchases, how transactions are processed, and what messages are sent throughout the order lifecycle.
Accessing Order Processing Settings
To manage order processing configuration, navigate to: Administration → Store → Configuration → Order Processing
This central hub controls all aspects of order handling, from payment gateway integration to custom email templates and styling options.
Store Manager Configuration
The system requires a designated store manager who will receive order notifications and serve as the primary contact point.
Required Information
- Name: The person responsible for managing orders
- Email: Where order notifications and customer inquiries will be sent
This contact information is used in automated emails and serves as the fallback for customer service inquiries.
Payment Processor Setup
Configure your preferred payment gateway to handle customer transactions. The system supports multiple payment processors with different capabilities and requirements.
Supported Payment Gateways
Authorize.Net
- Requires API Login ID and Transaction Key
- Supports both test mode and live environments
- Allows immediate processing or authorization-only transactions
Intuit QuickBooks Payments
- Requires Client ID and Client Secret
- Features OAuth integration with QuickBooks accounts
- Supports both development (test) and production environments
- Includes one-click connection and disconnection options
PayPal Standard
- Requires Client ID and Secret Key
- Supports sandbox testing and live transactions
- Customizable payment button appearance (layout, size, shape, color)
PayPal Payflow
- Requires Partner, Merchant Login, User, and Password credentials
- Legacy payment processing option
- Suitable for established PayPal merchant accounts
PayPal Website Payments Pro (Deprecated)
- Requires API Username and Password
- No longer recommended for new implementations
Square Payments
- Requires App ID, Location ID, and Access Token
- Supports sandbox and live environments
- Processes transactions immediately (no authorization-only option)
Transaction Processing Options
Immediate Processing (Sale)
- Charges the customer's payment method immediately upon order placement
- Best for digital products or items with immediate availability
- Provides instant payment confirmation
Authorization Only
- Holds funds on the customer's payment method without charging
- Requires manual capture after order review and approval
- Ideal for custom orders or items requiring verification
Custom Messages and Communications
Control what customers see during the ordering process and what communications they receive.
Shopping Cart Messages
Message Before Payment
- Displays to customers before they submit their order
- Use for special instructions, terms, or important notices
- Can include dynamic placeholders like {CUSTOMER} and {STORE_MANAGER}
Approval Process Messages
- Shown when orders require manual approval before processing
- Includes messages both before submission and after approval
- Helpful for wholesale accounts or custom order workflows
Email Templates
The system can send automated emails for various order events. Each email type can be customized with your own messaging.
Receipt Email
- Sent after successful payment processing
- Includes order details and payment confirmation
- Customizable with your business messaging
Invoice Email
- Sent when invoices are generated
- Used for orders requiring approval or manual processing
- Can include payment instructions
Approval Request Email
- Notifies customers their order is under review
- Sets expectations for the approval timeline
- Customizable to match your review process
Order Approved Email
- Confirms order approval and provides next steps
- Can include payment links or instructions
- Helps transition from approval to payment
Gift Order Email
- Sent to recipients of gifted items
- Includes gift message and access instructions
- Customizable for your gifting process
Email Personalization
All email templates support dynamic placeholders:
- {CUSTOMER}: Displays the customer's name
- {STORE_MANAGER}: Shows the store manager's name
- {RECIPIENT}: For gift orders, shows the gift recipient's name
- {GIVER}: Shows who sent the gift
- {ITEMS_LIST}: Lists ordered items
- {LOGIN_LINK}: Provides account access link
- {PASSWORD_RESET_LINK}: Password recovery option
- {STORE_NAME}: Your store's name
Invoice and Receipt Styling
Customize the appearance of invoices and receipts sent to customers to match your brand identity.
Logo Configuration
- Upload your business logo for professional appearance
- Choose logo placement (border or text area positioning)
- Support for various alignment options (left, center, right, split)
Color Customization
- Border Background Color: Set the header/border background
- Text Background Color: Control the main content area background
- Text Themes: Choose light or dark text for optimal contrast
Display Options
- Store Address: Show/hide your business address next to the logo
- Custom Messages: Include or exclude personalized messaging
- Cart Images: Display product images in invoices
- Headers: Show "Invoice" or "Receipt" titles
Order Workflow Management
Store Checkout Status
Enable or disable the shopping cart functionality entirely. When disabled, customers can browse but cannot complete purchases.
Processing Flow
The system processes orders through several stages:
- Order Placement: Customer submits order with payment information
- Payment Processing: Charges occur immediately or after approval
- Confirmation: Customer receives receipt/invoice email
- Fulfillment: Internal notifications trigger order fulfillment
- Completion: Final confirmation and any follow-up communications
Best Practices
Payment Gateway Selection
- Choose the gateway that best matches your business needs
- Test thoroughly in sandbox/test mode before going live
- Consider transaction fees and processing times
- Ensure your chosen gateway supports your target markets
Message Customization
- Keep messages clear and professional
- Include contact information for customer questions
- Use dynamic placeholders to personalize communications
- Test all email templates before activating
Visual Branding
- Use high-quality logos that scale well
- Choose colors that provide good contrast and readability
- Ensure styling matches your website and other brand materials
- Test invoice appearance across different email clients
Security Considerations
- Keep all API credentials secure and never share them
- Use test/sandbox modes during setup and testing
- Regularly review payment processor security requirements
- Monitor for any unauthorized access to payment settings
Troubleshooting Common Issues
Payment Processing Failures
- Verify API credentials are entered correctly
- Check that environment settings match your account (test vs. live)
- Confirm payment processor account is active and in good standing
- Review transaction logs for specific error messages
Email Delivery Problems
- Test email templates with sample orders
- Verify store manager email address is correct
- Check spam folders for automated messages
- Ensure email templates don't trigger spam filters
Integration Issues
- For QuickBooks, ensure proper OAuth connection
- Verify all required fields are completed
- Test with small transaction amounts first
- Contact payment processor support for gateway-specific issues
For additional assistance with order processing configuration, contact our support team through your admin panel.